Abacus Web debtor extension

Installing extension

In Vertec, go to the Settings folder and open the extensions . Open the Abacus Web debtor extension and click on Install.

Some system settings are installed for all debtor extensions. These are listed in the article System settings - Accounting.

Further system settings for the Abacus Web debtor extension are:

• Addresses must include a country which is supported by country code mapping. The default is set as CH as of version 6.4.0.21.
• The VAT code used in Abacus must be saved as the code on the used VAT types .
• Payment terms for debtors must be available.
• The setting cost unit services on the project must be set if the revenue accounts used in Abacus require cost units.

Invoices are posted either on an individual invoice on the Accounting page or on a list of invoices by right-clicking > Post.

The debtor is rewritten in Abacus with each posting. The invoice address is opened or updated in the client of the project. This debtor is then created even if the related posting throws an error. The first address of the debtor found is written in Abacus.

Note: The country setting of the Java Runtime Environment must be set to de_CH, otherwise an error message appears of the type Invalid literal for Decimal:(...) .

Personal account

The personal account is determined as follows:

The property posting address is considered on the invoice, which always provides the address to be used for posting. The posting address corresponds to the invoice address. If the invoice address is a contact and has no personal account entered, the posting address corresponds to the contact’s account.

• The personal account of this posting address is used.
• If the address is not found in Abacus, a new address is written and the relevant personal account is entered on the posting address in Vertec.

If no personal account is found on both the contact and the account, no personal account is set on the invoice.

Versions before 6.4.0.17: If the personal account is defined on the project, it is shown in green and taken into account. Otherwise, the  personal account of the address is used.

Country code used

A built-in mapping table enables you (as of Vertec version 6.4.0.21) to convert plain text country names in Vertec addresses to the country abbreviations used by Abacus (e.g. Switzerland = CH). Currently, the mapping table contains entries for Switzerland, Germany, Italy and France:

• Switzerland -> CH
• Germany -> DE
• Italy -> IT
• France -> FR
• Austria -> AT

If the country is empty, CH is used. If the country in Vertec does not match one of these values and is not empty, it is applied unchanged in Abacus (and may result in an error). Therefore, make sure that the country is a valid Abacus country code.

Street and house number

As of version 2021, Abacus has introduced a separation of street and house number in the addresses. Therefore, as of Vertec version 6.5.0.23, the addresses of contacts in Vertec with separate street and house number are exported to Abacus. The following examples are supported:

• Example street 123: Example street and 123
• Example street 123a: Example street and 123a
• Example street 123.1: Example street and 123.1
• Example street 123abc.1: Example street and 123abc.1
• Muster Hausen-Strasse 123: Muster Hausen-Strasse and 123 ???
• Muster Hausen-Strasse: Muster Hausen-Strasse and NULL ???
• 1st Muster Hausen-Strasse: 1st Muster Hausen-Strasse and NULL ???

The first two rows and, from version 6.6.0.8, all rows are taken into account for the street and mailbox address.

Mailbox addresses are sensibly divided into mailbox text and mailbox number. The following keywords are supported:

• Postfach
• Apartado postal
• Boîte postale
• Case postale
• Casella postale
• Box
• Postbus
• P.O. Box

Verification of payment procedure (EZ procedure)

If the IBAN number used is a QR-IBAN, Vertec provides the reference type ( PaymentReferenceLineType=QR ) when posting.

In all other cases, this property is not included. This means that the global settings and interpretation rules set in Abacus are applied.

Vertec provides (from version 6.4.0.23) the EZ procedure (PaymentOrderProcedure) based on the Vertec payment type used. The assignment is based on the following:

• In Abacus, a suitable EZ procedure must be defined, whose deposit account must correspond to the payment account (IBAN).
• The code of the payment type in Vertec must correspond to the number of the EZ procedure in Abacus. If the code is not numeric, no EZ procedure is passed.
• Vertec determines the payment type based on the payment account. If an IBAN is defined, we search for the payment type based on this IBAN. If a payment type is found, the EZ procedure is set in Abacus.

You can cancel invoices either at the individual invoice level on the Accounting page, or on a list of invoices by right-clicking > Cancel.

Vertec supports two types of cancellation in Abacus, which can be set in the system settings Debtor postings cancellation method :

• Cancellation makes a real cancellation or neutralization.
• With internal credit note, the invoice is canceled via an internal credit note. This opens a dialog where you can select a cancellation date. Starting from version 6.6.0.8, the fields stornodatum, stornobelegnr and storniert are set accordingly on the invoice. As a result, an invoice canceled in this way cannot be posted again.

Payment import can be called up in the menu via Settings > Payment import.

The individual payments are read into an invoice from Abacus and the invoice is adjusted accordingly in Vertec.